Goal: Send instantaneous Transactional surveys after a HubSpot event.

Prerequisites: HubSpot Admin Rights; determining which HubSpot event will send the survey. (Examples: "Deal Stage" or "Date field", shown in Step 3 below.)

Transactional Surveys with HubSpot

The standard HubSpot integration is a great way to get Smart Lists from HubSpot to AskNicely and then survey with our Send Scheduler - we find that this works for 95% of our customers.

However, there are certain stages of a customer journey where it is more appropriate to send an immediate survey sent out based on an action/event/transaction happening within HubSpot,

To make this happen, we will want to use HubSpot Workflows. 

Steps we'll cover today: 

1. Activate Email to Survey functionality in AskNicely

2. Set up a new user in HubSpot

3. Setting up the HubSpot workflow based on Deal Stage

3 ALTERNATIVE: Set up the HubSpot workflow based on Date Fields

4. Reach out to the AskNicely Support Team to update your Webhook

5. Turn on the Workflow

1. Activate Email to Survey functionality in AskNicely

  1. Inside of AskNicely, click the AppStore > Integrate > Email to Survey.
  2. Click on Configure
  3. Click "Activate Email to Survey" button to obtain your own, unique, super-duper special email address. (If the button has already been clicked, you will see a special email, i.e. domain_aaaa1111@trigger.asknice.ly )

2: Setting up a new user in HubSpot

We need to set up a new user in HubSpot is so that we can send an email to our super-duper special email address as an "Internal Email Notification." 

  1. Inside of HubSpot, click on the Cog Wheel > Users & Team > Create user
  2. Add the super-duper special email address and click Next
  3. User Permissions can be set to whatever you'd prefer.
  4. Send the invite.

3. Setting up the HubSpot workflow based on Deal Stage

We are going to set up a Contact-based "Deal Stage" workflow as an example. See "ALTERNATIVE 3. Setting up the HubSpot workflow based on Date field" below for a different example.

  1. Inside of HubSpot, click on Automation > Workflows > Create Workflow
  2. Click Next, then Set Enrollment Triggers
  3. For this example, we will pick Deal Properties > Deal Stage is equal to all of Closed Won. This will send a survey when we've closed-won a deal.
  4. Click Save.

6. Click the + button > Send Internal Email Notification
7. Choose User > Pick the new user created in the "2: Setting up a new user in HubSpot" step above
8. Set the Subject line of the email to n/a.
9. In the Body of the email, you must put "Admin Only" at the very top. (See the screenshot below for what this looks like.)
10. Include Name, Email, and Segment. You can then add custom data fields under that - examples below are "city" and "Contact Owner". To the left of the colon is the AskNicely field name, to the right is the HubSpot token to auto populate the field

11. Click Save. Do not turn on the Workflow yet!

3 ALTERNATIVE: Set up the HubSpot workflow based on Date Fields

This is an alternative approach to the Contact-based "Deal Stage" workflow shown in the above example.

  1. Inside of HubSpot, click on Automation and select Workflows
  2. Click on Create Workflow
  3. Starting from scratch for a Contact-based.
  4. Choose Type: Center on a date property (I picked Last Visit Date, but pick the event that is relevant for you)
  5. Click Next and then Set enrollment triggers
  6. I'm picking Contact Properties > Last Visit Date > Is Known > Apply filters & Save
  7. Specify a Date: I left this alone so it says "This workflow is centered on the property "Last Visit Date" and doesn't recur annually
  8. Delay Schedule and timing: Do the next action on Last Visit Date at 6:00pm - I picked this so that the workflow will send out a survey AFTER my last appointment for the day.
  9. Click the + button for a new action > Send internal email notification
  10. Choose User > Pick the new user created in Step #1
  11. Subject: n/a
  12. Body: At the very top you must put "Admin Only" - this prevents future issues
  13. After that include at minimum Name, Email, Segment. You can add custom data fields under that, as you'll see with my additions of "city" and "Contact Owner". To the left of the colon is the AskNicely field name, to the right is the HubSpot token to auto populate the field

4. Reach out to the AskNicely Support Team to update your Webhook

You can reach out to support in two ways: 

  1. Click on the chat/help icon in the lower right of this screen. 
  2. Email support@asknice.ly 

You'll have to tell them to "Update my Mailchimp webhook to include: &yamlafterkeyword=Admin%20Only&usehtmlpart=true" 

This will help everything function well - otherwise we bring in custom CSS data and it's.... it's just awful. 

5. Turn on the workflow

Now that the webhook has been updated you can go back into HubSpot and turn on the Workflow!


We recommend checking "No, only enroll contacts who meet the trigger criteria after turning the workflow on" for Existing Contacts. 

FAQ: 

What happens if I don't update the Webhook with the AskNicely support team? Are you sure you want to see this? It is gruesome..... alright, you asked for it:

Will this follow the Global Contact Rules I have set up in AskNIcely? Partially: it will follow the rule that says "Wait at least xx days before contacting a person again with a new survey". It will NOT follow the "For newly added people, wait x days before sending any survey".

As always, reach out to our awesome Support Team via the Chatbot or at support@asknice.ly for assistance. Happy HubSpotting!

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